Applying for a permit to organize an International Conference/Seminar in Ha Noi

Process

I. For the case under the authority of the Chairman of the Ha Noi People's Committee

Step 1: The agency/organization having the function of organizing international conferences or seminars in Ha Noi shall fully prepare a dossier in accordance with the regulations and submit it at the One-Stop-Shop, and take a receipt with appointment of the result return (one (01) working day).

Step 2: Specialized divisions evaluate the dossier, the Department of Foreign Affair considers and sends the handling result to Chairman of the Ha Noi People’s Committee (two (02) working days).

Step 3: Chairman of the Ha Noi People’s Committee considers the handling result and gives written opinions to the Department for Foreign Affairs (three (03) working days).

Step 4: The OSS receives the outcome of the Ha Noi People’s Committee and hands over the result to organizations and archive the result as prescribed (one (01) working day).

For international conferences and seminars which should be consulted by professional agencies:

Step 1: The agency/organization having the function of organizing international conferences or seminars in Ha Noi shall fully prepare a dossier in accordance with the regulations and submit it at the One-Stop-Shop, and take a receipt with appointment of the result return (one (01) working day).

Step 3: Specialized agencies send the written opinions to the Department for Foreign Affair.

Step 4: Based on the opinions of functional units, the Department for Foreign Affairs gathers the opinions and submit the document to the Ha Noi People’s Committee (one (01) working day).

Step 5: Leaders of the Ha Noi People’s Committee reviews and gives written reply to the Department for Foreign Affairs (three (03) working days).

Step 6: The OSS receives the outcome of the Ha Noi People’s Committee and hands over the result to organizations and archives the result as prescribed (one (01) working day).

II. For the case under the authority of the Director of Department of Foreign Affair

Step 1: The agency/organization having the function of organizing international conferences or seminars in Ha Noi shall fully prepare a dossier in accordance with the regulations and submit it at the One-Stop-Shop, and take a receipt with appointment of the result return. (one (01) working day)

Step 2: Specialized divisions evaluate the dossier and send the dossier to the leaders of the Department for Foreign Affair to sign the written reply (two (02) working days).

Step 3: Leaders of the Department for Foreign Affair consider the dossier and sign the written reply (one (01) working day).

Step 4: The OSS receives the outcome and hands over the outcome to organizations and archives the result as prescribed (one (01) working day).

For international conferences and seminars which should be consulted by professional agencies:

Step 1: The agency/organization having the function of organizing international conferences or seminars in Ha Noi shall fully prepare a dossier in accordance with the regulations and submit it at the One-Stop-Shop, and take a receipt with appointment of the result return (one (01) working day)

Step 3: Specialized agencies send the written opinions to the Department for Foreign Affair. (five (05) working days)

Step 4: Based on the opinions of specialized agencies, specialized division of the Department of Foreign Affairs gathers the opinion of specialized agencies and send them to the leader of Department for Foreign Affairs (one (01) working day).

Step 5: Leaders of the Ha Noi Department for Foreign Affairs consider and sign the written reply (one (1) working day).

Step 6: The OSS receives the outcome of the Department for Foreign Affairs and hands over the result to organizations and archive the result as prescribed (one (01) working day).

Where to submit

- Time for submission: Weekdays: Monday to Friday + Morning: from 8:30 to 10:30 + Afternoon from 14:00 to 16:00 Submit directly at Headquarters of the Ha Noi Department for Foreign Affairs (No. 10, Le Lai Street, Hoan Kiem District, Ha Noi). The dossier must be submitted 20 days before the date which international conference/seminar is scheduled to be held.

Contents and number of the dossier

* Content of the dossier

a) An official document requesting for organizing international conference/seminar (according to the form in Appendix I)

b) Tentative agenda of conference/seminar: The contents will be presented at international conferences and seminars and the documents are expected to be delivered at international conferences and seminars. Foreign-language documents must be translated into Vietnamese and stamped with certification of the units.

c) Business registration certificate / investment certificate if the organizing unit of international conferences/seminars is an enterprise.

e) For state agencies, units under departments, sectors, People’s Committee of districts, sub-districts and towns must have written approval of managing agency.

f) For the funds and associations of the city must have written approval of the department or departments, sectors in the specialized field or the People's Committee of the district, town according to management decentralization;

g) For seminars on study abroad, in addition to the papers specified at Points a, b and c above, there must be Certificate of Registration for Services of Self-supporting Overseas Study Consultancy issued by Ha Noi Department of Education and Training; Documents on educational cooperation signed between the agency/organization and foreign partners; Corresponding letters certifying the attendance of foreign partners’ representatives in the seminar;

h) For seminars on drug introduction, there must be written confirmation of reception of dossier on seminars introducing drugs of the Ha Noi Department of Health.

i) Particularly for international conferences and seminars on multi-level sale activities which are organized outside the locations of head offices, branches, representative offices or business locations of enterprises and have the contents specified in Clause 1, Article 18 of the Government's Decree No. 42/2014 / ND-CP dated May 14, 2014 of the Government on management of multi-level sale activities, there must be a written confirmation of reception of the announcement of the conference, seminar, training on multi-level sale of Ha Noi Department of Industry and Trade.

Note: The submitted document is a copy certified by a competent state agency or a copy (bringing the original for comparison).

* Number of the dossier: one (01) set

Processing duration

• For the case under the authority of the Chairman of the Ha Noi People's Committee: seven (07) working days after receiving the valid dossier: + Ha Noi People’s Committee: three (03) working days + Ha Noi Department of Foreign Affair: four (04) working days • For international conferences and seminars which should be consulted by professional agencies (12 working days): + Ha Noi People’s Committee: three (03) working days + Ha Noi Department of Foreign Affair: nine (09) working days • For the case under the authority of the Director of Department for Foreign Affair: five (05) working days after receiving the valid dossier: For international conferences and seminars which should be consulted by professional agencies (ten (10) working days) - Send the dossier (in PDF format) to email of One-Stop-Shop of the Ha Noi Department for Foreign Affairs (motcua_songv@hanoi.gov.vn)

Objects

Agencies, Organizations

Competent agency

Department for Foreign Affairs

Outcome

Written reply of the Ha Noi People's Committee Written reply of the Ha Noi Department for Foreign Affair